From the drop-down list in the top right corner of the Invoices page, select the customer for whom you want to create or edit an invoice or a credit note. Click on the relevant button above the Invoices table to: Create Invoice from PO Create Invoice from Contract Create Blank Invoice Create Credit Note Buttons are active only for the actions that you can do. For example, if your customer did not enable you to create invoices without a backing document, the Create Blank Invoice button is inactive. The Info icon with the tooltip next to the Create Invoices header advises you what to do if you cannot create an invoice as expected, for example, contact your customer to enable more invoicing options for you. At the top of the page, you might see instructions from your customer. Create an invoice from a PO
Create an invoice from a contract
Create a blank invoice
Create a credit noteYou can issue a credit note to:
A credit note can only be created for invoices in Disputed or Approved status. To create a credit note:
Create the credit note similarly to creating an invoice. For more information, see Edit an invoice. If you completely cancel the invoice, you can edit the following fields: Credit Note Number, Credit Note Date, Supplier Note, and Discount Amount. You can also add attachments (file, URL, or text) and an Image Scan, and modify PO lines, the UNSPSC, and tax reason descriptions. The other fields are pre-populated and not editable so that all the information is carried over from the original invoice. If you adjust the invoice, you can also edit the price or quantity. Line level taxes are carried over from the invoice and are prorated based on the credit amount. Header level charges (for example, shipping, handling, miscellaneous, or header level tax) are not brought over from the original invoice. To provide a credit for header level charges, you need to submit a separate stand-alone credit note. If you selected Other, you are asked to create a new or choose an existing invoice-from address before editing the invoice. See step 3 in Create an invoice from a PO. Edit an invoiceFill in at least the mandatory fields (marked with a red asterisk) in your invoice. If you create or edit a credit note or a PO-backed invoice, some of the fields are pre-populated with information from the original invoice or the PO. Depending on your customer's settings, you might be required to accept the PO and the following restrictions might apply to the corresponding invoice:
These restrictions do not apply to credit notes. To edit a draft invoice, do one of the following:
Fill in at least the mandatory fields (marked with a red asterisk). You can create or choose an invoice from, a remit-to, and/or a ship from address by clicking on the corresponding Search (magnifying glass) icon in the From section. You are guided through creating your legal entity. For more information, see Set up Legal Entities. You can also attach files to an invoice using Image Scan. One attachment can be up to 100 MB, but for performance reasons, consider limiting the attachment size to 16 MB or so. Image attachments on invoices must be of the following types: PNG, GIF, JPG, JPEG, PJPEG, TIFF, or PDF. In the Subtotal section, you can enter values and select tax rates for shipping, handling, and miscellaneous costs. Applicable tax rates are determined by the tax code on the invoice. The tax rate is a government-regulated rate to be paid to the tax authorities as part of the sale and it is shown as a percentage. It applies to all commodities sold in a specified geographical area. Clicking Calculate will give you the gross total amount considering the tax values. You can add invoice lines to your invoice by clicking on the Add Line link or the Add ( ) icon next to it, provided that your Coupa customer allows their suppliers to add lines.Selecting the Line Level Taxation checkbox, allows you to enter tax information for each invoice line. If you create an invoice from a PO and your customer allows you to pick lines from POs (enabling you to reference multiple POs on one invoice) and update/correct PO references on invoice lines, you can Clear PO lines and select PO lines from invoices by clicking on the Pick Order Line(s) magnifying glass ( ) icon. In the appearing Pick Order Line(s) popup, Choose the PO line that you want to be mapped to your invoice line.You can also add PO lines from other open orders by clicking on the Pick Lines from PO link or the Add ( ) icon next to it. In the appearing Pick Lines to Add popup, click on the Add () icon in the Actions column for the order line that you want to add.Invoices associated with digital checks and bank transfers are populated with the following payment information: invoice paid or not, payment date and number, amount paid, and payment notes. For more information, see View and Download Digital Checks. Submit the invoice or save it as a draft to submit it later. You can also add comments for your customer. When you try to submit an invoice that does not meet your customer's requirements, depending on your customer's settings, you might get the following warning message: "This invoice has the following warning(s):", followed by details on what to correct. Before submitting the invoice, you can cancel or delete it. You can delete only draft invoices. If you want to make changes to the invoice after submitting it, you have to contact your customer Invoice attachmentsWhen attaching a document to an invoice, make sure that the document is relevant and appropriate to the transaction. If you have attached a document in error and the invoice has been submitted to your customer on the Coupa Platform, contact your customer and request for the file to be removed on your behalf. What are the 3 documents required to process a purchase order payable?There are three documents that are integral for managing payments through accounts payable: invoices, order receipts, and purchase orders.
What items of information do you need before you can approve an invoice for payment?How to Approve Invoices For Payment. Check the Invoice for Accuracy. ... . Cross-Reference Invoice Dates. ... . Confirm the Work with the Project Manager. ... . Check the Vendor Details. ... . Record the Invoice Due Date. ... . Schedule a Payment. ... . Streamline Decision Making. ... . Save Money.. What needs to be included when paying an invoice?What should be included in an invoice?. 1. ' Invoice' ... . A unique invoice number. ... . Your company name and address. ... . The company name and address of the customer. ... . A description of the goods/services. ... . The date of supply. ... . The date of the invoice. ... . The amount of the individual goods or services to be paid.. How do you perform 3A three-way match is the process of comparing the purchase order; the goods receipt note and the supplier's invoice before approving a supplier's invoice for payment. A 3-way match helps in determining whether the invoice should be paid partly or in its entirety.
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